Telecommuting & Remote Work Requirements

 

Purpose

This article outlines expectations and requirements for securely accessing university systems and protecting institutional data while working remotely.

Scope

This guidance applies to:

  • All faculty, staff, and authorized users working remotely
  • All university-owned devices used off-campus
  • Personally owned devices used to access NEOMED systems

General Expectations for Telecommuting

Employees working remotely are expected to:

  • Maintain productivity and availability per their approved Flexible Work Arrangement.
  • Use NEOMED systems in compliance with all Information Technology and Information Security policies.
  • Ensure university data is protected at all times, regardless of work location.

Authorized Work Environment

Remote work must be conducted in a secure and appropriate environment:

  • Avoid working in public or unsecured spaces when handling sensitive information
  • Position screens to prevent unauthorized viewing (e.g., “shoulder surfing”)
  • Lock your device when unattended (Ctrl+Alt+Delete > Lock or equivalent)

Use of University-Owned Devices

University-issued devices are the preferred and required method for accessing NEOMED systems when provided.

Key requirements:

  • Devices must remain compliant with NEOMED security configuration standards
  • Users may not disable security tools (e.g., antivirus, endpoint protection, encryption)
  • Devices must be connected to the internet regularly to receive updates

Do not let friends, family members, or other non-authorized individuals use university-owned devices. A university-issued device is for your use only.

Accessing NEOMED Systems

When working remotely:

  • Use the NEOMED VPN when required
  • Authenticate using multi-factor authentication (MFA) where prompted
  • Only access systems necessary for your role

Personal Device Use (If Permitted)

If using a personal device:

  • You must follow NEOMED security requirements, including:
    • Up-to-date operating system and patches
    • Active antivirus/endpoint protection
    • Secure screen lock enabled
  • Do not store sensitive data locally on personal devices
  • Access should occur through secure, browser-based or virtualized environments when possible

Data Protection Requirements

All users must protect NEOMED data in accordance with data classification policies:

  • Do not download or store sensitive data unnecessarily
  • Use approved systems (OneDrive, SharePoint, Teams, etc.) for file storage and sharing
  • Encrypt data when required
  • Immediately report suspected data exposure or loss

Network Security

When working remotely:

  • Avoid public and unsecured Wi-Fi networks whenever possible
  • If public Wi-Fi must be used, connect through the NEOMED VPN
  • Secure your home network:
    • Change default router passwords
    • Use WPA2/WPA3 encryption

Email and Phishing Awareness

Remote employees are frequent targets for phishing attacks:

  • Be cautious of unexpected emails, links, or attachments
  • Verify requests involving sensitive information or financial transactions
  • Report suspicious emails using the Report Message function in Outlook or email help@neomed.edu

Physical Security

  • Keep devices in your possession or secured at all times
  • Do not leave devices in vehicles or unsecured locations
  • Report lost or stolen devices immediately to IT (help@neomed.edu)

Support and Incident Reporting

If you experience issues or suspect a security incident:

  • Contact the NEOMED IT Help Desk (help@neomed.edu)
  • Report:
    • Lost or stolen devices
    • Suspicious activity or unauthorized access
    • Malware or system compromise

Compliance

Failure to follow these guidelines may result in:

  • Loss of remote work privileges
  • Disciplinary action in accordance with university policy

Conclusion

Telecommuting is a privilege that requires strong adherence to both Flexible Work Arrangement expectations and NEOMED's Information Security and IT policies. Maintaining secure practices ensures:

  • Protection of university data
  • Continuity of operations
  • Compliance with regulatory and institutional requirements
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